Repeat Orders

Some customers need flowers regularly — a hotel that wants fresh reception flowers every Monday, a church that needs an arrangement on the first of every month, or an office that gets a bouquet delivered every other Friday. Instead of creating these orders manually each time, you can set up a repeat order and let Digital Florists handle it. Repeat orders are included with Orders.

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How it works

You create the first order as normal — pick the customer, add the products, set the address and fulfilment method. Before you submit, tick the Repeat Order box and tell it how often. From then on, a new order is created automatically each time one is due. Each generated order is an exact copy of the original — same products, same quantities, same prices, same address. It appears in your order list as Unconfirmed, ready for your team to review and prepare, just like any other order.

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Setting one up

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What happens each time an order is due

Every morning at 8am, Digital Florists checks whether any repeat orders need creating. When one is due, it:

1. Creates a copy of the original order with the same products, prices, and address
2. Sets the order status to Unconfirmed so your team can review and prepare it
3. Sets the payment status to Unpaid — unless the customer is on an account (see below)
4. Sends your team a worksheet notification so they know what to make
5. Triggers any automations you have set up for new orders

For account customers (hotels, corporates, etc.), the payment status is automatically set to Paid and the order is added to their account for invoicing. For everyone else, your team collects payment as normal.

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Managing your repeats

Go to Orders > Repeat Orders to see all your repeats in one place.

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What you’ll see

Each repeat order shows you:

• Whether it’s active or paused
• The upcoming fulfilment dates (up to 10)
• A history of every order generated from this repeat
• The customer it belongs to
• Any errors from the last generation attempt (with a count of consecutive failures)

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Changing the products or prices

Open the repeat order and you’ll see its Products list below the schedule — the products, quantities, and prices that future orders will be created with. To change them, click Update Repeat Order. This opens the normal order form, pre-filled with the repeat’s products, prices, customer, address, notes, and schedule — exactly the screen you use for any order. Make your changes there and submit. When the update completes, the current repeat is ended and a new one takes over from the next scheduled date. Everything already created stays exactly as it was.

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Changing the schedule

For an active repeat, you can change anything about the schedule — the days, how often, or when it ends. Changes only affect future orders; ones that have already been created stay as they are.

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Pausing

Customer going on holiday? Toggle the Pause switch. New orders stop being created until you switch it back on. Nothing is lost — it picks up where it left off.

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An extra order outside the schedule

If a customer rings up wanting an extra order outside their usual schedule, create it as a new one-off order. The fastest route is to search for the customer when starting the order and use the Re-order option against one of their previous orders, which copies their products across so you only need to set the date and any extras. Repeats only generate orders on their own schedule.

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Turning off notifications for repeat orders

By default, the same customer notifications fire on a generated repeat order as on any other order — order created, dispatch, and so on. Two ways to stop them.

• Order level — on the original order, tick Disable notifications before you submit. Every order generated from that repeat is created with notifications disabled too.
• Customer level — on the customer’s profile, tick Opt out of notifications. That silences operational notifications for every order placed for that customer, repeat or otherwise.

For the difference between the two, and how overrides interact with opt-outs, see Recipients.

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When something goes wrong

Repeat orders rarely fail to generate. The alerts in this section are a precaution for the odd case where something blocks generation (the customer’s been removed, or their address is missing). When that happens:

• You’ll see a red alert on your dashboard telling you how many repeats have problems
• Digital Florists tries again the next day
• If it fails 5 times in a row, the repeat is paused automatically so it stops cluttering your error list until you fix the underlying problem

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Sorting it out

1. Go to Orders > Repeat Orders and look for the ones marked in red
2. Read the error message; it tells you what’s wrong
3. Fix the problem (e.g. add the missing address back)
4. In the row’s actions menu, click Retry to generate the order now
5. Or click Test to walk through the generation without creating an order — useful for confirming your fix worked before you commit to it

If the error doesn’t make sense or you can’t get the repeat going again, get in touch with support. These failures are uncommon enough that we’d rather hear about it than leave you stuck.

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What gets copied (and what doesn’t)

Each new order is an exact copy of the original:

• Same products and quantities, at the original prices
• Same custom items (like “Florist’s Choice — £40”)
• Same address and fulfilment method (delivery or collection)
• Same fulfilment charge

Things that don’t carry over:

• Delivery run assignments — you assign each generated order to a run as normal
• Promotions or discount codes — these aren’t reapplied automatically
• External references from integrations (e.g. Shopify order IDs)

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Repeat tasks

There’s a similar feature for tasks — things your team needs to do regularly. Common ones:

• “Clean the cooler every Monday”
• “Order weekly stock every Wednesday”
• “Water the shop display every 2 days”

Repeat tasks have two extra options: Skip if Closed (don’t create the task on days your shop is closed) and Keep Assigned User (so each generated task is assigned to the same team member as the original). Go to Tasks > Repeat Tasks to set them up. See Repeat Tasks for the full guide.

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Common questions

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What’s next?